Every booking opens in a sheet that answers "what is this booking, and how did it come about?" in one place. It is where you start when a customer asks about a booking, and where you message the customer, move the booking or cancel it.
Where to Find This
Open it from any of these:
- Bookings, then press a booking's row on Upcoming, Past or Cancelled. See Managing Customer Bookings.
- On a pack in the Packs list, press the pack, then press one of its sessions.
- In a session, press a person's row. See Taking the Session Register.
- In the search at the top of any screen, press a booking it finds.
The sheet is headed Booking. On a wide screen it opens beside the list you were looking at, with the row marked; on a narrower window it opens over the right-hand edge of the screen; on a phone it fills the screen, with Back at its top. See How Changes Work.
What You See
At the top is a round mark with the initials of the person the booking is for, and their name. When your role can look at customers, the customer's name and phone number stand under it. At the right is where the booking stands. A booking that is as it should be shows a small green dot and its state in words, such as Confirmed. A booking that has been moved shows a grey dot and Moved. Anything else that needs a mention shows a label instead: Cancelled, Refunded, Awaiting (waiting to be confirmed), Taster (a free first session) or Did not attend.
Under the name, for a role that can change bookings, are the buttons (see What You Can Do below). Under them are up to four cards of facts. A line appears only when the booking carries that fact, and a card appears only when it has a line to show.
Session
How it was booked
What paid for it
The Paid with line is a few words. The first says how the booking was paid for. Pack follows when a pack paid, and Moved when the booking has been moved, for example "Credit, Pack".
When a pack paid, further lines give the pack's name (Pack), where it stands (Pack is, for example Paid), when it was Bought and how, its Credits ("2 of 8 used"), its Season with dates, Valid until, and the Amount paid. When a plan paid, a Plan line names it.
What has happened to it
Shown only once something has. Moved gives the date and the reason you gave, if any. Cancelled gives the date.
Their Other Bookings
For a role that can look at customers, a card under the facts is headed Their other bookings. It lists up to four of their other bookings, the nearest first and then the latest that have run. Each shows the person and the class, the day and time under it, and how it stands at the right. Open, beside the heading, takes you to the customer's own screen. See A Person's Screen.
While their bookings are being read the card says Reading their bookings. If they cannot be read, it says Their bookings could not be read. with a Retry button. If the person is not a customer of your business, or your role may not see them, the card is replaced by one quiet line saying why, for example This person is not a customer of this business., with no Retry. The booking's details and buttons still work.
What You Can Do
If your role can change bookings, the buttons stand under the name:
- Message, followed by the customer's first name when the account has one, such as Message Sam. It opens a sheet titled Message, with the customer's name under the title, to write to them, which says first which way the message will go. It appears once the customer has been read, and only for a role that can also change customers. See Sending a Message to One Person.
- Move to another session opens the sheet that moves this booking. See Moving a Booking or a Whole Session.
Cancel booking stands apart at the foot of the sheet, under a line of its own, so it is never next to the others. Under it, it says You see what it does before you confirm. See Cancelling Bookings.
Either can be unavailable, and says why instead of leaving you guessing. The reason for Move to another session appears in a line under the buttons, and the reason for Cancel booking appears under that button:
- A session that has already started: Past sessions can no longer be moved or Past sessions can no longer be cancelled.
- A booking that is not confirmed: Only confirmed bookings can be moved or This booking is already cancelled.
- A booking that does not say whose it is, which happens for a role that cannot see customers: This booking does not say whose it is, so it cannot be moved from here.
A role that can look at bookings but not change them sees the note You can look at this, but your role cannot change it. Ask an administrator.
The sheet never shows a customer's email address. A name that is really an email address shows as Attendee.
Related Articles
- Managing Customer Bookings - The list this sheet opens from
- Moving a Booking or a Whole Session - Swap, make-up or reschedule
- Cancelling Bookings - What happens to the place, the credit and the customer
- A Person's Screen - Everything about the customer